Review Vacancy
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $37998 to $46573 Annually
Minimum Qualifications OPEN UNTIL FILLED
Candidates must be current state employees and have a reachable score on the Secretary 1 list or have a current permanent appointment with 1 year of service as a Secretary 1 or as a title eligible for transfer to Secretary 1 or appointment as Secretary 1 here at UAlbany, less than 1 year of service (remainder of probationary period to be completed in new assignment), Grade 9 with one year in service looking to do 70.1 two grade jump to grade 11, or be a former state employee eligible for reinstatement to the title of Secretary 1. May be filled from a mandatory reemployment list if one is in effect at the time of appointment.
or
Provisional: 1 year of permanent competitive or 55b/c service as an Office Assistant 1 (Keyboarding), Office Assistant 1 (Keyboarding Spanish Language), Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding Spanish Language), Law Department Document Specialist Trainee 1, Law Department Specialist Trainee 2, or Law Department Document Specialist.
Preferred Qualifications: Knowledge and/or experience in using MS Word and MS Excel.
May be filled from a mandatory reemployment list if one is in effect at the time of appointment.
Duties Description • Responsible for general office management and ensuring that office practices and policies are carried out
• Greet visitors and ensure that all visitor management procedures are followed including directing them to the appropriate staff/conference room locations
• Open, sort, and distribute the daily mail to employee mailboxes
• Pick up and distribute paychecks
• Manage calls and respond to general telephone inquiries
• Prepare correspondence, documents and reports as needed. creating and updating departmental lists and reports
• Maintain the internal ITS Wiki staff listing and departmental distribution lists.
• Schedule meetings and events as requested
• Order supplies and business cards
• Serve as the liaison with Facilities to request items needed from Facilities such as keys for new employees, general office repairs, etc.
• Assist the staff with travel needs, as applicable
o Coordinate and process paper work for all travel arrangements including making flight arrangements, conference registrations and hotel reservations
o Assist with proper travel card reconciliation forms and travel and mileage reimbursement forms
o Ensure all paper work is filled out completely and proper documentation is attached (agenda, itinerary, receipts etc.)
o Submit invoices for payment and Travel Reconciliation forms for Central Business Office to track expenses
• Create and maintain Meeting minutes, as necessary
• Coordinate tasks associated with on-boarding and off-boarding of staff
• Assist search committees in scheduling candidates for interviews. Follow up with email confirmations with directions if candidates are coming to campus, along with directions to building locations. Mail parking vouchers if needed.
• Prepare and submit paperwork for Graduate Assistant Hiring
• Assist with on boarding and off boarding tasks associated with staff arrivals and departures from Client Support Services
• Work with the ITS Central Business unit and other ITS secretarial support staff as needed.
Ideal opportunity for Grade 9 with one year in service looking for Promotion to Grade 11. Typing proficiency test will be given if necessary at SUNY.
Additional Comments Please MAILyour resume/application (if not provided by applicant social security number will be obtained to verify state history if seeking 70.1. lateral or reinstatement) to University at Albany, Office of Human Resources Management-UAB 300, 1400 Washington Avenue, Albany, NY, 12222 Applications available via the SUNY Classified Employment page, (Copy and Paste into browser) http://www.albany.edu/hr/assets/CS_Employment_Application.pdf or via the employment link at the bottom of the SUNY main page http://www.albany.edu/
Some positions may require additional credentials or a background check to verify your identity.
Email Address smead@albany.edu
Address
Notes on ApplyingPlease MAIL your resume/application (if not provided by applicant social security number will be obtained to verify state history if seeking 70.1. lateral or reinstatement) to University at Albany, Office of Human Resources Management-UAB 300, 1400 Washington Avenue, Albany, NY, 12222 Applications available via the SUNY Classified Employment page, (Copy and Paste into browser)